What is full onboarding and how does it work?
Explains the difference between Quick and Full onboarding for subcontractors, and what's required to complete the Full onboarding process.
When you invite a subcontractor to one of your sites, you can choose between two onboarding options: Quick onboarding or Full onboarding.
Both let the subcontractor upload their safety documents before they arrive on site. Full onboarding also links the subcontractor's company to yours, so they can manage their documents, permits and plant across every site you share with them.
Quick and Full onboarding compared
| Quick onboarding | Full onboarding | |
|---|---|---|
| How it works | The subcontractor gets an email link to upload documents for one site | The subcontractor sets up their own company login and sees every site you share with them |
| New sites | Send a new invitation for each site | No new invitation needed once linked |
| Safety documents (e.g. SWMS, SDS) | Upload for one site | Upload and track across multiple sites and head contractors |
| Permits | Apply before arriving on site | Apply and track across multiple sites |
| Plant and equipment | Induct plant for one site | Induct plant across sites and keep a register of their own equipment |
| Reporting | Not available | Activity Report for their workers, if you allow it |
| Setup effort | Low. Nothing new to learn | Higher. The subcontractor learns a new system and you manage their permissions |
Which one should I use?
Quick onboarding suits most head contractors. It is simple for you and your subcontractors, and it covers what most sites need.
Full onboarding suits subcontractors you work with across many sites. For example, a trade that is on most of your projects and wants one place to manage their documents and plant. It takes more setup and ongoing management on both sides.
Before you send a Full onboarding invitation
Check you have the following in place:
- Your permissions. You need the Supplier Management and Modify Site permissions. If you do not have them, ask your company admin.
- The subcontractor is set up on the site. They must be listed in the site's Suppliers directory.
- A mobile number for the subcontractor. It must be able to receive SMS. The subcontractor uses it to verify their account, and it is used to set their permissions.
Send a Full onboarding invitation
Full onboarding is sent from the web portal. It is not available in the mobile app.
- Select Sites in the left-hand menu.
- Search for the site and select Suppliers.
- Search for the subcontractor and select Onboard.
- At the top of the pop-up, select Full Onboarding.
- Check the email, name and phone number. These fill in from the Suppliers directory.
- Make sure the Mobile Number is correct and can receive SMS.
- Optional: add more recipients (separate each with a comma and a space), edit the email text, or tick Include Offsite Induction Link so workers can complete inductions before they arrive.
- Select Send Email.
If you edit the email text, keep the [SiteName] and [UploadLink] placeholders. The invitation will not work without them.
What the subcontractor needs to do
To complete Full onboarding, the subcontractor:
- Opens the invitation email and follows the prompts.
- Verifies their mobile number with the SMS code sent to the number you entered.
- Selects their company from the list, or selects Create New Company and enters their company name if it is not there.
Once they submit, they see the sites you have shared with them and can start uploading documents.
If the subcontractor already uses Breadcrumb
Their company will appear in the list if they have their own Breadcrumb subscription. They should select it rather than creating a new company, so all their sites stay in one place.
Check whether onboarding is complete
Go back to the site's Suppliers list. For each subcontractor you can see:
- When the invitation was sent and who it went to
- Whether safety documents have been uploaded, and their status
- Whether Full onboarding is complete. When it is, the Permissions column shows Linked.
What the subcontractor can do once linked
What they can access depends on the permissions you give them for each site. This can include:
- Site Documents. Upload safety documents such as SWMS and SDS.
- Permits. Apply for permits, if you have set them up on the site.
- Site Assets. Induct plant and equipment. Submissions wait for your review.
- Asset Report. Keep a register of their own equipment, which makes inducting it on your sites faster.
- Activity Report. See their workers' check-ins on your sites.